Page 1 of 4 400.7.4 SECTION: Institutional Advancement/Public ...
SECTION: Institutional Advancement/Public Relations
SUBJECT: Crisis Information Management Plan
ISSUED BY: Office of Public Relations
APPROVED BY: Officers of Administration
EFFECTIVE DATE: October 1998
In the case of a crisis, the management of related information should follow the plan on
pages. Implementation of the plan will be coordinated by the Office of Public Relations.
Page 1 of 4
CRISIS COMMUNICATION MANAGEMENT PLAN
Distribution list from the Director of Communications
Effective June 2005
Director of Communications
Associate Director of Communications/Editorial
Staff Assistant to the Office of Public Relations
Vice President for Student Development
Vice President for Business Affairs and Treasurer
Vice President for Institutional Advancement
Assistant Vice President for Business Affairs
Assistant Vice President for Human Resources and Risk Management
Associate Dean for Residence Life
Associate Academic Dean and Registrar
Associate Dean for Student Leadership
Manager of Security
Page 2 of 4
Crisis Communication Management Plan
Revised – 6/05
The following is a series of communication guidelines to be followed in
1. In an emergency or any other situation in which the College will most likely have to
respond to media inquiries, Director of Communications at extension 2412 should be
contacted as soon as possible. If the Director cannot be reached, please call the
Associate Director of Communications
at extension 2411 or the President at extension 2110.
2. In these situations, the Office of Public Relations will advise the appropriate
officer or Board Trustee member on the communication options.
3. The Director of Communications is responsible for coordinating all communication
related to a crisis or emergency. The Administrative Annex will serve as the official
4. Appropriate administrators and others close to the situation should be kept informed.
5. Only after all essential information pertaining to the crisis is gathered, should a
public statement be made. The statement should be reviewed and approved by the
ranking administrator and/or
trustee involved before it is issued.
6. For the sake of consistency and avoiding conflicting information, it is best for one
person to speak for the College in an emergency. The Office of Public Relations
should be the single voice in the early stages of a crisis. The College understands
that both the media and the public prefer
statements from those close to the situation and will attempt to comply whenever
7. Whenever possible, information should be presented pro-actively. Within reason,
the axiom “tell it all and tell it fast” is helpful particularly in crisis situations. This
approach reinforces the College’s credibility and helps derail the possibility of
continuous stories as each detail is brought
to light by reporters.
8. Media representatives should be given periodic updates. Lapses in communication
reporters to seek out unofficial and less reliable sources.
Page 3 of 4
9. In addition to being factual, all statements should be kept simple (avoiding complex
information and technical terms whenever possible.) Questions about related
subjects are inevitable;
therefore, the College should be prepared for side issues.
10. The words, “no comment,” should be avoided. If an issue or situation is internally
deemed not of a newsworthy nature, efforts will be made to avoid being put in the
situation of giving the issue
11. In most cases it is appropriate to follow up with an acknowledgment of thanks to the
other pertinent groups.
(Guidelines patterned after material provided by Centre College and Southwest Virginia Community College)
Page 4 of 4